RMIT Travel Management Online System

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					Project Pilot - RMIT Travel Management Online System

Frequently Asked Questions

General
What is a Travel Portal?
The Trobexis.com–Travel Portal is the name of the new online travel management system. All RMIT travel
requisitions must be created in this travel system to be considered for approval. Once the travel requisition has
been approved, the traveller will need to log into the Travel Portal again and complete the travel booking using the
Amadeus Global Distribution System (GDS). The traveller’s booking confirmation and ticket will be emailed to them
or for complex international travel journeys, the Travel Management Company will ticket the flight using electronic
ticketing (e-ticketing).

Will all RMIT travel be booked through the Travel Portal?
Yes. All requisitions for international and domestic related travel must be created using the new travel system,
Trobexis.com–Travel Portal.

Do travel requisitions need to be completed before they can be approved?
Only a travel requisition completed through the Trobexis.com-Travel Portal can be approved for booking. In order
to receive approval for a travel request, all proposed airfares, accommodation and car hire must be entered into the
travel system and a cost estimate provided.

What is a Travel Portal community?
All travellers and approvers are assigned to a community in Trobexis.com–Travel Portal. This enables the approval
workflow functionality to operate via email.

What is the Amadeus Global Distribution System (GDS)?
The Amadeus system is one of only two Global Distribution Systems (GDS) in the world and is the biggest
processor of travel bookings globally.
Once the traveller or travel arranger has created their point-to-point domestic or international travel requisition in
Trobexis.com–Travel Portal and it has been approved, they will be required to log into Amadeus (via the Travel
Portal) to finalise the booking.
Amadeus houses and displays all the up-to-date competitive fares and rates currently available for the traveller’s
airline, accommodation and car hire requirements. The traveller will need to select the specific carrier and hotels in
Amadeus to complete the booking. The tickets and booking confirmation will then be emailed to the traveller
automatically.

What is a Travel Management Company (TMC) and what is their involvement in the RMIT travel process?
As RMIT is not a travel agent, it must use a travel management company to organise and book complex
international travel itineraries and to ticket staff travel. The current RMIT travel management company is Campus
Travel.

How long will RMIT use Campus Travel and how will RMIT ensure it receives the ‘best logical fare’ for its
travelling staff?
RMIT is contracted to use Campus Travel until the end of 2009. However, as Campus Travel has made a
significant investment in new technologies to be able to assist RMIT with the successful implementation of the new
travel system, we have extended their current contract for a further 12 months.

After the implementation of the travel system, RMIT will be able to collect accurate data on all travel expenditure
and then be in a better position to make an informed decision regarding future Travel Management Company
arrangements and selection criteria for tendering purposes. A new Service Level Agreement is being negotiated
and Campus Travel will be monitored for the quality of its customer service and ability to consistently provide the
‘best logical fare’ for the traveller.

What is the ‘best logical fare?’
The TMC is contracted to offer RMIT staff the cheapest daily fare available in their system for a particular route, in
accordance with the traveller’s requirements. This ‘best logical fare’ should take into account ticket flexibility
including: departure and arrival times, cancellation fines, adjustment fees and stopover periods. RMIT
recommends that travellers accept the ‘best logical fare’ offered. However, there is still an option for staff to decline
the fare. For example, in most cases, when flying from Melbourne to Sydney, a cheaper flight departing from

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Avalon would not be logical. Similarly, a cheaper international fare that required a significant layover in transit
would also not be considered logical.

What is a traveller’s profile and why is it stored in the travel system?
A staff member’s travel profile is information that is kept in the travel system so the traveller does not have to key in
the same data each time they create a travel requisition. This information includes the traveller’s:
       business and mobile phone
       facsimile number
       Passport number, expiry date and if you are a dual citizen, your secondary passport details
       Frequent Flyer Membership(s)
It is important that the traveller keeps their profile information up-to-date.

Will RMIT fund QANTAS club or similar membership?
No. Frequent Flyer membership will not be reimbursed to RMIT staff.

Accommodation
Will the existing hotel agreements be uploaded into the new travel system?
Yes. All existing accommodation agreements that are known to RMIT Procurement will be uploaded into the new
travel system. This will include arrangements that have been made on our behalf by partners in their home
countries.

If a third party pays for a RMIT staff member to travel, is the journey still required to be recorded in the new
travel system?
RMIT’s primary responsibility is to protect the safety and well being of all persons travelling on RMIT’s behalf and it
has a ‘duty of care’ to ensure that it knows the whereabouts of its travelling staff at all times. Therefore, all travel
information must be recorded in the Trobexis.com-Travel Portal for approval purposes but with a ‘No Expense’
code attached to it.

In the new travel system can hotels be labelled by the facilities they offer, for example, ‘conference
facilities’?
No. For further information about hotel facilities, travellers will need to log onto the hotel’s website.

Approvals
Who developed and confirmed the approval levels for RMIT staff travel?
The approval levels were developed in consultation with the VCE members and approved by them.

Will the approval process time be reduced with the implementation of the new travel system so flights
seats can be confirmed and ‘best fares’ obtained?
When a domestic or international point-to-point travel requisition is created, the travel details and cost estimates
are sent automatically, via email, to the travellers’ approver. Once the requisition is approved, the traveller will then
go back into Trobexis.com-Travel Portal and book the tickets. To guarantee a quick and prompt approval process,
an approver will have 48 hours to approve a travel requisition before it is escalated to the next level of approval.
For complex travel itineraries, seats on flights can be held for 72 hours in order for the traveller to obtain approval
for their travel and still secure ‘best fare’ price.

Will there continue to be a pre-approval process for booking travel in RMIT Portfolios and Schools?
It is expected that all travellers would confirm their budget for travel before creating a travel requisition in
Trobexis.com-Travel Portal.

Consultation Process
Can the RMIT Travel Policy be amended for travellers for whom standard cars are too small?
Yes. As a result of the consultation process, the Travel Policy has been amended to reflect these requirements.

When revising the RMIT Travel Policy, who was engaged in the consultation process?
Each member of the VCE was engaged in the consultation process when revising the RMIT Travel Policy.
Financial Services representatives then consulted with each VCE member on the proposed changes and sought
their support and engagement. The Travel Policy was then opened up for a six-week consultation period across
RMIT. Feedback and comments were collated and reviewed by senior management. As a result of that
consultation, amendments were made to the policy and have been agreed by VCE.

Why is it necessary for RMIT to implement a new travel system when a staff member could find the
cheapest flight on the internet?
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It is not necessarily the case that internet fares are always cheaper. The Amadeus e-Travel system lists every fare
available to any TMC and they are in a state of constant revision. The University does not believe that staff
personally searching the cheapest possible fares for travel and accommodation is an effective use of their time.
Accordingly, it is invested in the implementation of a travel system that will quickly and efficiently provide up-to-date
data on the best travel fares and accommodation.
Credit Cards/Per Diems
If a RMIT staff member has a corporate credit card will they still be able to receive a per diem?
Yes. It is at the discretion of each Portfolio or School whether a staff member can have a corporate credit card, as
well as, receive a per diem. The RMIT Travel Policy has been adjusted to reflect this amendment.

Will RMIT staff have to retain receipts for corporate credit card purchases?
Yes. All credit card receipts must be maintained for taxation purposes.

Will the per diem rates still be calculated according to the country the staff member is travelling to?
Yes. Per diem calculations in the new travel system are based on the Australian Taxation guide for destination
country or countries. Those rates are updated annually by the ATO.

Disabilities
Does the RMIT Travel Policy and new travel system meet the disability standards?
Yes. The new travel system is compatible with JAWS, MAGIC and Dragon Naturally Speaking software.

Fares
Can another reason code for rejecting an airline fare be added in the travel system to explain the instance
where the flight schedule for the cheapest flight is not convenient for the traveller?
Yes. As a result of the consultation process, this has been added to the Travel Policy and new travel system.

Carbon Emissions
How does this system help RMIT meet its carbon emission targets?
Financial Services has selected a travel system that will accurately capture travel mileage for ongoing assessment
of RMIT’s impact on the environment. The new online travel management system will produce online real time
mileage data, which will include both plane and car journeys.

Insurance
Does the RMIT Insurance Policy cover ‘pre-existing medical conditions’ as they are required to be reported
to the travel insurance company prior to travelling?
The RMIT insurance provisions for travel are stipulated in the RMIT Insurance Policy. Please refer to the RMIT
Insurance Policy on the intranet.

Does the RMIT Insurance Policy cover a RMIT traveller if they need to be airlifted out of a country in a
medical emergency?
The RMIT insurance provisions for travel are stipulated in the RMIT Insurance Policy. Please refer to the RMIT
Insurance Policy on the intranet.

Are RMIT travellers over 80 years old covered by RMIT insurance?
The RMIT insurance provisions for travel are stipulated in the RMIT Insurance Policy. Please refer to the RMIT
Insurance Policy on the intranet.

OHS
Does the RMIT Travel Policy need to include information about travellers’ health requirements when
travelling?
The Travel Policy does not specify that travellers need to minimise health risks by obtaining vaccinations and
health checks when travelling. It is the responsibility of each traveller to ensure they have taken the appropriate
health precautions before travelling.
Once a traveller has completed a travel requisition, a pop-up message will display that will remind the traveller of
the appropriate vaccinations and other health precautions before travelling.

Please refer to the ‘Vaccinations and traveller health- guidelines’ on the RMIT intranet.

Travel Diary
Why do RMIT travellers need to maintain travel diaries?
There is an Australian Taxation Office (ATO) statutory requirement that travel diaries are to be maintained by all
employees that travel for more than five consecutive days. (Australian Income Tax Assessment Act 82KZ).
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RMIT University                                                                                                               Page 3 of 4
Other
Will RMIT reimburse passport and visa costs?
RMIT will reimburse all costs associated with staff passports and visas.




                                                                           Document: b076ca99-98e6-49c7-912c-e60696735102.doc
                                                                                                            Author: Anne Barrett
                                                                                                         Save Date: 01/03/2010
RMIT University                                                                                                      Page 4 of 4

				
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